Job Details

Senior Administrative Assistant - OBGYN - Chairman's Office

Job Number: 529371
Categories: Administrative / Clerical Support
Location:
Dallas, TX

Department: OB Gyn Chairman's Ofc
Full/Part Time/PRN: Full-Time
Regular/Temporary: Regular

 

 

 

 

 

 

 

Security


This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information

 

 

Salary


Salary Negotiable 

 

 

Experience and Education


 

 

 

 

High school graduation or GED and three (3) years related secretarial/administrative experience. Testing may be required.   

 

 

 

Job Duties


 

 

 

 

 

 

  • Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate day to day operations of office; makes recommendations for changes to procedures.    
  • Prepares or assists in preparation of grant applications, grant budgets, manuscripts, book chapters, etc.; ensures proper format, grammar, and completeness.     
  • Functions as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares on line and paper documents as needed.     
  • Completes and coordinates complex projects and reports as assigned by supervisor, which may require significant contact with other departments and outside organizations and use of various computer software applications.    
  • Composes and/or types letters, memorandums, and other non routine and moderately complex correspondence, which does not require attention of supervisor.     
  • Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.     
  • Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.; develops and arranges printing of brochures; handles finances for program, including determination of charge to sponsoring department; establishes registration fees; processes all vouchers relating to event. 
  • Takes, transcribes, and distributes minutes for meetings.       
  • May transcribe dictation of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.      
  • Performs other duties as assigned.       

 

 

 

 

 

Tasks include, but are not limited to composing correspondence, preparing journal and book manuscripts, book chapters, grants, IRB packets for research studies, slide presentations, abstracts, syllabi, lecture handouts, case lists, protocols, statistical reports, physician order sheets, credentialing; travel, and other tasks as requested.  Completes complex projects/reports; organize/coordinates research meetings.  Assists with poster preparations for annual scientific meetings as well as associated travel-related tasks.  Heavy Outlook calendar management and PHHS Web OnCall/QGenda schedule management.  Maintains and updates reprint and correspondence filing systems, sort and distribute mail, and perform general office duties.  Ensures document retention processes are followed using established guidelines.

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; gender, including sexual harassment; age; disability; citizenship; and veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.

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